Senior Supply Chain Officer

Logistics & Procurement

Overview

Manage supply chain services for RSC Asia in compliance with procurement standards.

You have:

• Bachelor’s degree in logistics, business administration or relevant professional certification in supply chain management and/or humanitarian logistics strongly preferred.
• 4-5 years of experience in procurement, business administration in a private or not-for-profit organization.
• Previous experience working with refugees or humanitarian not for profit organization preferred.
• Mastery of cross-functional competencies.
• High fluency in written and spoken English.
• Fluent in written and spoken Malay.
• Computer literate with high proficiency in excel and database skills.

Job Description

Job Overview/Summary: The Senior Supply Chain Officer works to provide supply chain services, ensuring organizational and donor compliance in the procurement of goods and services including inventory, fleet, and assets service for RSC Asia in Malaysia. The success of this role requires close collaboration with operations and programs staff/teams and country leadership.

Major Responsibilities: • Conduct and support the supply chain activities in procurement, fleet management and asset management in accordance with the IRC Standard Operating Procedure and donor guidelines. • Collaborate effectively with cross functional teams, including procurement and operations of supply chain processes with the Operations System “Integra” (ERP system). • Maintain the Supply Chain Record Management with timely submission. • Work closely with the Risk and Compliance unit to ensure alignment with required procurement guidelines.

Procurement Planning • Coordinate with supply chain team and program staff to ensure that the procurement plans for active grants are updated and consolidated on regular basis. • Work with requesters to ensure purchase detail and specification. • Participate in procurement plan meeting for active grants.

Procurement Management • Conduct and support implementation of IRC procurement Standard Operating Procedures. • Conduct and support implementation of sourcing strategies and relationships with suppliers. • Review and process approved Purchase Requests in accordance with the IRC and the donor guidelines. • Conduct and support the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning. • Conduct and support the preparation and utilization of Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions are met. • Demonstrate value for money in procurement. • Ensure on time and completion of delivery and all the required documents for payment including accruals. • Support Supplier performance reviews and feedback process.

Compliance • Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods. • Provide complete documents and ensure the QA and Legal Reviewing process in accordance with the Procurement Threshold. • Provide constructive conduct and support to other functions to ensure effective, compliance with policies & procedures. • Identifying and reporting procurement red flags.

Inventory and asset management • Coordinate related parties including suppliers and partners when appropriate to ensure the availability of space at the destination place and transportation arrangement with documentation before ordering or dispatching. • Ensure that all assets are controlled and managed properly in accordance with IRC assets management policies and procedures including the donor-specific polices. • Participate in inventory count and asset count exercises. • Handle asset and property disposal, and auction management. Fleet Operations • Ensure effective transportation solutions to support the smooth operation and program efficiency. • Manage and support fleet administration and claim management.

Staff Training & Support • Provide training to staff on IRC Supply Chain procedures and requirement, assist program and operation staff with supply chain related issues and activities. • Participate in weekly support team and monthly staff meetings. • Perform other related duties as required or assigned by supervisor.

Key Working Relationships: Position Reports to: Senior Supply Chain Manager Position directly supervises: N/A Indirect Reporting: Operations Coordinator, Head of RSC Office Malaysia, RSC Asia Director Internal: RSC Asia Operations and Program staff External: Regional Supply Chain Director for Asia and vendors

Qualifications

Job Requirements: Education: • Bachelor’s degree in logistics, business administration or relevant professional certification in supply chain management and/or humanitarian logistics strongly preferred.

Work Experience: • 4-5 years of experience in procurement, business administration in a private or not-for-profit organization. • Previous experience working with refugees or humanitarian not for profit organization preferred.

Demonstrated Skills and Competencies: • Have a high degree of flexibility and ability to deal with constraints • Demonstrated ability to implement and adhere to Supply Chain SOPs • Good collaborator with effective interpersonal skills. • Good communication skills • Good analytical and negotiation skills • Strong organizational and awareness skills • Having commitment to continuous learning

Functional Skills • Cross-functional competencies • Supply Chain Management / Logistics Management • Planning / Procurement • Warehouse/ Inventory Management / Asset & Fleet Management

Language and Computer Skills: • Computer literate with high proficiency in excel and database skills • High fluency in written and spoken English • Fluent in written and spoken Malay

Certificates or Licenses: • None required

Others: • Able to travel if required

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: rescue.org